DEFENSE LOGISTICS AGENCY

 HEADQUARTERS

 8725 JOHN J. KINGMAN ROAD

 FORT BELVOIR, VIRGINIA 22060-6221

April 23, 2021

MEMORANDUM FOR SUPPLY DISCREPANCY REPORT (SDR) PROCESS REVIEW 

COMMITTEE (PRC) MEMBERS

SUBJECT: Approved Standards Change (ADC) 1386, Supply Discrepancy Report (SDR)

Rejection Missing E-mail Routing New SDR Submissions

The attached change to DoD Enterprise Business Standards, as outlined in the 

attachment, is approved for implementation.

Addressees may direct questions to Mr. Ben Breen, SDR Administrator, e-mail: 

EBSO.SDR@dla.mil. Others must contact their Service or Agency designated PRC 

representative available at http://www.dla.mil/HQ/InformationOperations/DLMS/allpoc/.

THOMAS A. DELANEY

Director, Enterprise Business Standard Office

Attachment

As stated 

cc: 

ODASD(L)
Attachment, ADC 1386

Page 1

ADC 1386

SDR Rejection Missing E-mail Routing for New SDR Submissions

1. ORIGINATING SERVICE/AGENCY AND POC INFORMATION:

a. Technical POC: Mr. Ben Breen, Enterprise Business Standards Office (EBSO) SDR 

Administrator, e-mail: EBSO.SDR@dla.mil. 

b. Functional POC: Defense Automatic Addressing System (DAAS) WebSDR 

Program Management Team, e-mail: SDRTechTeam@dla.mil.

2. REFERENCE: DLM 4000.25, Defense Logistics Manual, Volume 2, Chapter 17, Supply 

Discrepancy Reporting

3. APPROVED CHANGE(S): Substantive updates subsequent to staffing PDC 1386 are 

highlighted in green. 

a. Brief Overview of Change:

(1) This change establishes a new rule for WebSDR to auto generate and reject 

new SDR submissions processed with no systemic e-mail routing in place or when the EBSO 

SDR Administrator e-mail is the only e-mail address available for routing. WebSDR will use the 

existing Reply Code 941 (- Transaction failed during processing. SDR cannot be transmitted 

electronically to the designated action activity for new SDR submissions with no e-mail routing 

on file). The SDR Reply Code text definition is revised to clarify code usage. Each component 

is responsible to ensure valid emails are on file for SDRs which are routed via email.

(2) Furthermore, WebSDR will update routing for several different scenarios as 

sated below. 

b. Background: Currently, Defense Automatic Addressing System (DAAS) WebSDR 

does not reject new SDR submissions that are missing the SDR action activity e-mail address for 

the purpose of systemic routing and notification of a new SDR. New SDR submissions with 

missing SDR action activity addresses are currently routed through WebSDR using the DoD 

SDR Administrator e-mail address as a default routing. 

c. Approved Change in Detail: 

(1) DAAS will update WebSDR processing rules to reject new SDR submissions 

that are missing the SDR action activity e-mail address used for systemic routing and delivery of 

the SDR. Additionally, DAAS will update the WebSDR processing rules to reject new SDR 

submissions that are currently unrouteable and systemically routed to the DoD SDR 

Administrator e-mail address. WebSDR will reject these submissions using the existing SDR 

Reply Code 941 - Transaction failed during processing. SDR cannot be transmitted 

electronically to the designated action activity.). It is the responsibility of the submitter to cancel 

any previously submitted SDR where there was no e-mail address on file, or the SDR 
Attachment, ADC 1386

Page 2

Administrator e-mail address was the intended recipient and resubmit with a valid intended 

action activity. 

(2) Army RICs which start with C and currently do not have an email on file will 

be addressed to the Army SDR Process Review Committee members for action.

(3) WebSDR will reject new original SDRs (00) addressed with action to RIC 

which starts with: 0, 1, 2, 3, 4, 5, 6, 7, 8, 9, H, I, J, K, O, X, Y. Exceptions:

(a) 4 - 4732AF permitted (GSA)

(b) H – Permitted activities (have emails on file) are: H92224, H92311, 

H9C, H9D, H9V, HB1, HB1, HEVAQ4, HM5, HM8, HM8, HQ0015, HQ0020, HQ0147, 

HQ0147, HQ0700

(4) Furthermore, per agreement with DLA Disposition Services, all SDRs which 

originate from a Disposition Services field office and the document number starts with: C, H, I, 

J, K, O, V, X, Y will be routed via email to this group inbox: dladshqbcsdr@dla.mil. 

(5) Update DLM Volume 2, Appendix 7.28, SDR Report Relevant Data 

Elements with the revised text definition of SDR Reply Code 941:

941 Transaction failed during processing. SDR cannot be transmitted 

electronically to the designated action activity with no systemic e-mail routing in place.

d. Revisions to Defense Logistics Manuals: 

(1) Revises DLM 4000.25, Volume 2, Supply, Chapter 17, Supply Discrepancy 

Reporting as shown in the Enclosure.

(2) Revise DLM 4000.25, Volume 2, Appendix 7.28, SDR Report Relevant Data 

Elements as shown in the Enclosure.

e. Approved Transaction Flow: Adds rejection rule to WebSDR for new submissions 

where no e-mail routing is available.

4. REASON FOR CHANGE: This change will notify the originating SDR systems of rejected 

unrouteable new SDR submissions.

5. ADVANTAGES AND DISADVANTAGES:

a. Advantages: Eliminates an outdated, manual process and implements an efficient

systemic process to exchange SDRs in a timely manner.

b. Disadvantages: None

6. ESTIMATED TIME LINE/IMPLEMENTATION TARGET: FY 2021.

7. ESTIMATED SAVINGS/COST AVOIDANCE ASSOCIATED WITH 

IMPLEMENTATION OF THIS CHANGE: No cost impact at this time was provided. 
Attachment, ADC 1386

Page 3

8. IMPACT: 

a. Automated Information Systems (AIS): Product Deficiency Reporting and 

Evaluation Program (PDREP), GSA Vision, DLA Distribution Standard System (DSS), Army 

Logistics Modernization Program (LMP), Air Force Security Assistance and Cooperation 

(AFSAC), Air Force Wholesale DO35K, Air Force Integrated Logistics System Supply (ILS-S) 

will ensure valid email address are provided to DAAS WebSDR for Routing Identifier Codes 

(RIC) when SDRs are transmitted via email at WebSDR to allow for proper routing of the SDR.

b. Defense Automatic Addressing System (DAAS): DAAS will need to configure 

WebSDR to process the rejection business rule associated with new SDR submissions as stated 

above with SDR Rejection Code 941.

c. Non-DLM 4000.25 Series Publications: N/A.

9. PROPOSED DLMS CHANGE (PDC) 1386 RESPONSE/COMMENT RESOLUTION:

Component Response/Comment Disposition

1. ODASD(Logistics) Concur with Comment.

ODASD(Logistics) comment:

For SDR Reply Code 941 – “Transaction failed during 

processing. SDR cannot be transmitted electronically to 

the designated action activity,” add the words, “because 

no systemic e-mail routing in place” after the word 

“activity.”

As noted.

EBSO Response:

Revised text definition for 

SDR Reply Code 941 as 

recommended.

2. DLA/DLA 

Disposition 

Services

Concur with Comment.

DLA Disposition Services Comment:

1.Believe Ben Breen had shared in past meeting/dialog 

that this change of the 941 does not require a system 

change at DLA Disposition Services?

DLA HQ Comments:

1.This PSC puts the burden of updating email addresses 

on the action activity instead of the owner. In the case 

of an owner who isn't DLMS compliant or uses a 

pseudo RIC for routing it should not be the storage 

As noted.

EBSO Response:

Based on the current email 

routing process in place 

there should be no impact to 

DSS. We would say that 

DLA Disposition Services 

must continue to maintain 

current list of Field Office 

email addresses for all SDR 

routings and provide 

updates to ensure rejections 

are minimal or eliminated. 

For the short term, all 

rejected SDRs that are 

missing an email address for 

routing purposes will be 

sent to your email address 

until one has been provided. 

Furthermore, per agreement 

with DLA Disposition 

Services, all SDRs which 

originate from a field office 

and the document number 
Attachment, ADC 1386

Page 4

activities responsibility to update DAAS on the owner's 

behalf. "...It is the responsibility of the submitter to 

cancel any previously submitted SDR where there was 

no e-mail address on file or the SDR Administrator email address was the intended recipient and resubmit 

with a valid intended action activity. “

2.This PSC does not address the situation for items 

turned into DLA Disposition Services field sites by a 

customer who does not have a valid owner RIC or email 

address on file with DAAS. Document Numbers that 

start with C, H, I, J, K, O, V, X, Y.

starts with: C, H, I, J, K, O, 

V, X, Y will be routed via 

email to this group inbox: 

dladshqbcsdr@dla.mil

EBSO Response:

Each component is 

responsible to ensure valid 

emails are on file for SDRs 

which are routed via email. 

Furthermore, per agreement 

with DLA Disposition 

Services, all SDRs which 

originate from a field office 

and the document number 

starts with: C, H, I, J, K, O, 

V, X, Y will be routed via 

email to this group inbox: 

dladshqbcsdr@dla.mil

1. Navy Concur without Comment As noted.

2. Air Force Concur without Comment As noted.

3. US Army Concur without Comment As noted.

4. USMC Concur without Comment As noted.

5. DAAS Concur without Comment As noted.

6. USTRANSCOM Abstain As noted.

7. AFSAC None As noted.

8. DCMA None As noted.
Enclosure, ADC 1386

Page 1

Enclosure 

Defense Logistics Manual (DLM) 4000.25, Volume 2, Supply Standards and Procedures

Make the following changes to Volume 2. Chapter 17 renumbering will be required. Additions are 

shown in red, bold italics.

Chapter 17. Supply Discrepancy Reporting

Preceding text not shown.

C17.3.19.1.3.1. Upon determination that an e-mail (vice transaction) is to be prepared for 

a specific SDR communication, DAAS will check to determine if the appropriate e-mail 

certificate has been registered. If registered, the SDR e-mail transmission will be encrypted as 

FOUO. The e-mail SDR will contain all associated SDR content as well as clear text addresses 

and code explanations to facilitate interpretation. If not registered, an abridged content SDR 

report, confirmation, distribution copy, or reply, as appropriate, will be prepared. The e-mail 

sent to the user will also provide information on how to access WebSDR and instructions on 

registering the e-mail certificate.

C17.3.19.1.3.2 Army RICs which start with C and currently do not have an email on 

file will be addressed to the Army SDR Process Review Committee members for action. 

Per agreement with DLA Disposition Services, all SDRs which originate from a 

Disposition Services field office and the document number starts with: C, H, I, J, K, O, V, 

X, Y will be routed via email to this group inbox: dladshqbcsdr@dla.mil. 

Intervening text not shown.

C17.3.19.2. WebSDR will edit SDR transactions prior to passing/routing to ensure 

minimal standards of acceptability. Reject to the generating activity SDR and follow-on 

transactions that do not meet the following conditions:

Intervening text not shown.

C17.3.19.2.4. DAAS will reject SDRs, when document type code is not valid in the 

set specified for use within WebSDR – 6, 7, 8, 9, A, D, N, P, R, V, and W. WebSDR will 

generate an e-mail to the component SDR primary/alternate, and system POCs stating, “The 

document type code you provided is not equal to 6, 7, 8, 9, A, D, N, P, R, V, and W. Please 

submit a new SDR with a valid document type code.”

C17.3.19.2.5 WebSDR will reject new original SDRs (00) addressed with action 

to RIC which starts with: 0, 1, 2, 3, 4, 5, 6, 7, 8, 9, H, I, J, K, O, X, Y. Exceptions are 

maintained by DAAS WebSDR.

C17.3.19.2.6. DAAS WebSDR will reject newly submitted SDRs when there is 

no e-mail address associated with the intended recipient/SDR action activity routing 
Enclosure, ADC 1386

Page 2

information. Additionally, DAAS WebSDR will reject new SDR submissions when the 

only email address is the DoD SDR Administrator e-mail address for systemic routing. 

WebSDR will reject both of the specified scenarios with Reply Code 941.

Appendix 7.28, SDR Report Relevant Data Elements

Reply Codes

The 900-series codes are intended for system/application use in processing transactions. 

When SDRs are processed manually, these codes may be user assigned as appropriate:

Preceding codes not shown

941 Transaction failed during processing. SDR cannot be transmitted electronically to the 

designated action activity because no systemic e-mail routing is in place.